Program Assistant

POSITION SUMMARY:

Provides and coordinates a wide array of administrative and service coordination activities for the School of Origin Transportation (SOOT) program. This is a program administered by the Department of Children and Families (DCF) to ensure children remain in the school in which the child was enrolled at the time of each placement (unless it is not in the child’s best interest to remain in that school). This position provides assistance with customer service activities and supports the SOOT program’s operational activities. This position collaborates with SOOT staff for the coordination of transportation for program participants.  This position will represent ABH® and its services in a positive and professional manner and adhere to ABH’s best practices, guidelines, policies and procedures as established, promoting ABH as a leader in behavioral healthcare in all interactions and work.

DUTIES AND RESPONSIBILITIES:

• Provide excellent customer service to state partners, families and providers. Customer service activities may include processing requests, assigning requests for processing, collecting and verifying information primarily via telephone/written communications, and occasionally interacting with state and community organizations agencies;

• Assist with transportation scheduling and confirmations for multiple transportation providers, including emailing information, receiving and making phone calls and data entry in the routing software system as part of the system queue, coordinating referrals from DCF;
• Handle initial requests by entering requests, reviewing information needed to make service determinations, providing information related to determinations, and notifying families, DCF, and providers of outcomes;
• Perform a wide variety of administrative and support tasks, including, but not limited to, composing emails involving routine and complex matters, fielding telephone calls, analyzing requests and needs, and updating information as needed; 
• Support quality assurance activities by keep information updated, reviewing requests processed, and assisting with monthly reports for both internal and external parties, as defined by contract requirements and within required time limits;

• Attend meetings, trainings and supervision both internally and externally as required by ABH, SOOT Program Manager, Supervisors, Directors and DCF staff;
• Comply and work towards goals established by DCF and ABH;
• Maintain internal communications; notify supervisors with all relevant client or program-based information;
• Document all interactions and activities within required timeframe and in required format including documentation of all related activities into electronic database;
• Foster a team environment, including providing coverage as needed for other members of the team;

• Maintains confidentiality of all client protected health information and adheres to all HIPAA related policies and procedures;
• Attend annual Conflict of Interest training, HIPPA training and all training required by Program Managers and/or DCF;
• Demonstrates ethical behavior and cultural sensitivity in all activities involving individuals of diverse backgrounds;

Performs other tasks/responsibilities as required to support the business operations

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate’s degree in Human Services or related field preferred but not required
• Transportation Routing software experience preferred but not required
• 2+ years of related experience

KNOWLEDGE/SKILLS/ABILITIES:

• Knowledge of the child welfare system and the various needs of families in the foster care system;
• Demonstrate an ability to work in a fast-paced environment with competing priorities;
• Strong attention to detail with an ability to work independently on multiple tasks, meets deadlines, assimilate information easily and possess excellent organizational skills;
• Knowledge of cultural diversity, engagement and ethics;
• Excellent PC skills with demonstrated experience using Microsoft Office Package (MS Word, Excel,  Outlook); internet;
• Strong written and verbal communication skills required;